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What is FMS:Workplace?

Industry Specialties: Corporate, Finance, Healthcare, Government, Higher Education, Technology

FMS:Workplace from FM:Systems is a comprehensive integrated workplace management system (IWMS) designed to help organizations identify underused areas, track lease terms, expirations and critical dates to ensure compliance and avoid missed opportunities for renegotiation and make informed decisions about real estate acquisitions, disposals or renovations.

While user reviews are limited, the system is known for its centralized control, real-time data insights, customizable reporting, enhanced communication and space optimization capabilities. However, the initial learning curve is steep and customization and integration can be complex.

The cost ranges from $8,000 to $60,000 depending on the modules selected and your organization size.

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#1

FMS:Workplace is ranked #1 on the top 10 Facility Management Software leaderboard based on a comprehensive analysis performed by SelectHub research analysts. Compare the leaders with our In-Depth Report.

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FMS:Workplace Pricing

Based on our most recent analysis, FMS:Workplace pricing starts at $20,000 (Annually).

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Pricing Model
Annually
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Training Resources

FMS:Workplace is supported with the following types of training:

Documentation
In Person
Live Online
Videos
Webinars

Support

The following support services are available for FMS:Workplace:

Email
Phone
Chat
FAQ
Forum
Help Desk
Knowledge Base
Tickets
Training
24/7 Live Support

FMS:Workplace Benefits and Insights

Why use FMS:Workplace?

Key differentiators & advantages of FMS:Workplace

  • Improve Asset Management: In our analysis, the solution scored extremely well for tracking assets from start to finish. You can easily organize them into clear hierarchies, monitor their value over time (depreciation) and even track any downtime they might experience.
  • Ensure Proactive Maintenance: FMS:Workplace scored 98 for maintenance management capabilities, more than competitors like eFacility (61) and FMX (94). Areas where the product truly stands out:
    • Report Maintenance Problems: Fill out a simple online form or log it directly through your console.
    • Track Reactive Maintenance Jobs: Monitor these tasks to know how often and what kind of unplanned repairs happen to plan ahead, making sure you have the right people and parts ready to go when needed.
    • Schedule Preventive Maintenance: Create long-term maintenance schedules directly on your calendar, ensuring your assets get the care they need at the right time. To save you even more time, upload prebuilt templates tailored to your specific equipment, so you don't have to start from scratch.
  • Boost Safety: The product scored 100 for safety and security capabilities (monitoring energy consumption, reporting incidents, approving work permits and storing compliance details), more than its competitors eFacility (67) and FMX (27).
  • Make Data-Driven Decisions: In our analysis, the system scored really well for generating the information you need to track work order completion rates, equipment downtime, reactive maintenance work hours, etc. It comes with lots of ready-to-use reports and dashboards, or you can create your own custom ones to monitor exactly what matters to you.

Industry Expertise

Caters to corporate offices, higher education campuses, healthcare organizations, government facilities and financial providers.

FMS:Workplace Reviews

Average customer reviews & user sentiment summary for FMS:Workplace:

User satisfaction level icon: great

111 reviews

87%

of users would recommend this product

FMS:Workplace has a 'great' User Satisfaction Rating of 87% when considering 111 user reviews from 4 recognized software review sites.

Synopsis of User Ratings and Reviews

Based on an aggregate of FMS:Workplace reviews taken from the sources above, the following pros & cons have been curated by a SelectHub Market Analyst.

Pros

  • Centralized Control: Manage all aspects of facility operations from a single platform, streamlining processes and improving efficiency.
  • Real-Time Data: Gain real-time insights into facility performance, enabling proactive maintenance and energy management, reducing downtime and costs.
  • Customizable Reports: Generate tailored reports to make informed decisions about space usage, occupancy trends and maintenance activities.
  • Enhanced Communication: Features like automated alerts and mobile capabilities improve communication among team members, ensuring quick response to issues and better coordination.
  • Space Optimization: Tools for space management and planning assist in maximizing the use of available space, contributing to better workplace environments and operational savings.
  • Asset Management: Keeping track of assets and their maintenance schedules helps in extending their life span and avoiding unexpected failures, saving costs in the long run.
  • Scalability: Adapt to the growing needs of your business with a flexible architecture that seamlessly scales to accommodate additional users, sites and modules.

Cons

  • Steep Learning Curve: The system can be complex and challenging for new users to learn due to its extensive features and functionalities. This complexity often necessitates comprehensive training programs, which can be time-consuming and costly for organizations.
  • Customization Challenges: While there are several customization options, tailoring the software to specific organizational needs can be intricate and may require specialized technical expertise. This can lead to additional implementation costs and potential delays in achieving full system functionality.
  • Integration Complexities: Integrating the system with existing enterprise systems, such as HR or finance platforms, can pose technical challenges. Ensuring seamless data exchange between different apps may require custom development or middleware solutions, adding to the overall implementation complexity.
  • Mobile App Limitations: The mobile app's functionality may not encompass all the features available in the desktop version, potentially hindering users who require full access to the system while on the go. This can limit the effectiveness of mobile workforces or those who frequently travel.

Researcher's Summary:

Let’s talk about FM:Systems. The real power of this tool is in its data. It tracks how your spaces are actually being used in real time. That means no more guessing games about which areas are sitting empty or overcrowded. You can use that data to make smart choices about your real estate, saving money and creating a workspace that actually works for everyone.

And let's not forget about those tedious facility tasks. The system automates a lot of the stuff that used to eat up so much time — think move management, maintenance requests and more. That frees up your team to focus on the bigger picture.

Plus, the visual tools like floor plans and stack plans make it easy to see what's going on and plan for the future.

Now, it's not all sunshine and rainbows. There's a bit of a learning curve, especially with some of the more advanced features. And while you can customize it to fit your needs, that can take some extra effort. But hey, no system is perfect, right?

Overall, if you're looking to get a handle on your workspace and create a more adaptable work environment, the solution is definitely worth checking out. And with new developments like FedRAMP authorization and integrations with building automation systems on the horizon, it's clear they're committed to staying ahead of the game.

Key Features

  • Centralized Database: Track and manage your space inventory including floor plans, room details, occupancy information, asset locations and usage metrics.
  • Floor Plan Viewer: Visualize and interact with 2D and 3D floor plans, making it easier to understand spatial relationships, identify available areas and plan moves or reconfigurations. You can also import CAD and Revit drawings into the system with just a few clicks.
  • Move Management: Employees or managers can initiate move requests through a web-based interface. Capture essential move details like move date, department, reason and type. You can also make multiple move requests with options for adding people by group, building, floor or individual.
  • Scenario Planning: Move employees and assets on floor plans to test different layouts and space allocation options. Evaluate each scenario's implications such as occupancy changes, adjacency requirements and potential conflicts. Create interactive stack plans that illustrate how departments, teams or individuals will be allocated across multiple floors and buildings within a specified timeframe
  • Real Estate and Lease: Find and review specific lease agreements including financial details and important deadlines. The dashboard view lets you see high-level metrics like square footage, average rent per square foot and monthly rent for all properties. Get automatic reminders for critical lease dates, so you can stay on top of renewals and other important events.
  • Project Management: Create detailed project plans with tasks, dependencies and timelines. Assign tasks and resources to team members. Develop comprehensive project budgets, including estimated and actual costs. Track expenses against the budget in real time. Provide a collaborative platform for project teams to share information, documents and updates.
  • Reporting: Apply filters and parameters to customize reports and focus on specific data sets. For example, you can generate a space usage report for a particular building or floor, or filter maintenance work orders by status or priority. You can drill down into details. For instance, clicking on a bar in a space usage chart could display a list of rooms or departments contributing to that data.
  • Asset Management: Monitor the financial aspects of assets by recording initial acquisition dates and costs. You can also calculate asset depreciation over time. Create and maintain a precise inventory of various asset types including their location, condition and other relevant attributes. Manage warranty information, as well as details about certified maintenance personnel and vendors.
  • Work Order Management: Tailor work order forms to collect specific information relevant to different request types (e.g., repairs, installations, inspections). Define specific response and resolution time targets for different work order types and priorities, ensuring timely service delivery and meeting customer expectations. Create and set statuses like requested, in progress and complete to track work orders.
  • Preventive Maintenance: Create and reuse PM templates for common maintenance tasks to save time and ensure consistent processes. Customize templates to match specific equipment types or asset categories.

See It In Action: My Honest Take

The good part:

  • Save valuable time by adding frequently used views, reports and documents to your favorites
  • Import CAD and Revit models into the system for better visualization.
  • Make on-the-fly adjustments to your floor plans with markup capabilities.

The not-so-good part:

  • The system may challenge less tech-savvy individuals, requiring extra training or support.
  • The parts inventory module is suited for larger equipment, not consumables like toilet paper or towels.
  • Importing drawings needs specific formatting like including boundary lines into spaces, adding an extra step.
I was lucky enough to test the system to see how it fared in different scenarios.

Scenario 1: Evaluating Expansion Opportunities

How FMS:Workplace handled it using its location map capabilities

You can zoom in and out on the map, hovering over each location to see details like rentable and usable area, and ownership status.

Click on the “Go to Building” button to access additional info like gross area and assignable area which could assist you in evaluating whether a particular location has the capacity to accommodate growth.

However, the most glaring issue was the noticeable lag when navigating the map. Simple actions like panning or zooming often resulted in a frustrating delay, impeding my ability to efficiently explore different areas.

Scenario 2: Assigning Space to Team Members

How FMS:Workplace handled it using its floor plan viewer

You can see the whole office layout, every desk and empty space. Then, it’s as simple as dragging and dropping your team members' names onto a suitable spot on the plan.

I particularly liked how I could color-code different teams or departments. This helps you see at a glance how you’re using the space and identify any potential conflicts.

The ability to measure distances was also helpful for ensuring that everyone had enough personal space and that frequently collaborating team members were located near each other.
Navigating floor plans using my laptop's trackpad was a major pain point. Zooming in and out felt clunky and imprecise. An external mouse is definitely a must!

Scenario 3: Moving an Employee to a New Space

How FMS:Workplace handled it using its move management tools

You can start by submitting a new move request for an employee. The form is straightforward, requiring details like employee information, departments, move locations and the reason for the move.

I appreciated the floorplan viewer, which allowed me to pinpoint the exact rooms involved in the move. The entire process took about 15 minutes, which seemed reasonable.

You can also add assets to your move request. The asset catalog was conveniently located at the bottom of the screen.

Initially, I struggled with selecting multiple assets, as it wasn't the typical "Control + click" method. However, once I figured out the arrow system, it became easier.

The ability to add multiple moves simultaneously was impressive. The system offered various options, like adding people by group, building, floor, individual or zone.

Adding multiple moves can also speed up the process of managing employee relocations or onboarding new hires, especially in large organizations. Instead of tedious, individual entries, administrators can execute bulk moves, saving time and effort.

Scenario 4: Comparing Different Office Layouts

How FMS:Workplace handled it using its scenario and stack planning capabilities

I wasn't prepared for the initial learning curve of the stack planning module. It took me a good 30 minutes just to figure out how to drag and drop floors, and even longer to make sense of the visual representation.

The multitude of views and options on a single screen was initially overwhelming, and it took some trial and error to understand how to effectively manipulate the interface.

However, I persevered, and the payoff was immense. I imported the floor plans of the current office and a promising new building.

With a few clicks, I had interactive stack plans for both locations, allowing me to visualize how my teams would fit into each space.

The color-coded blocks representing different departments can help you see cramped spaces as well as where you have room to breathe.

Scenario 5: Tackling Work Orders

How FMS:Workplace handled it using its facility maintenance modules

The "Open Work (Supervisor View)" was my go-to view in the facility maintenance tab. It provides you with a clear and concise overview of all pending work orders, neatly organized with essential details like requester, location, category, priority and assignee.

I particularly appreciated the ability to filter and sort the work orders based on various criteria. This enables you to quickly identify high-priority issues that need immediate attention, as well as tasks that you can delegate to specific technicians based on their skills and availability.

The "Dispatch" button is another handy feature. With a single click, you can assign a work order to a technician, which sends a notification on their mobile devices. This eliminates time-consuming phone calls or emails, ensuring that tasks are assigned promptly and efficiently.

Once a work order is completed, it moves to the "Closed Work" view. This can serve as a valuable archive, allowing you to review the history of maintenance activities, track technician performance and identify any recurring issues that may require further attention.

Scenario 6: Making Service Requests

How FMS:Workplace handled it using its service request form

I could clearly specify the issue, upload a photo for clarity, and even mark the request as urgent if necessary.

The form's structure, with fields like "Health, Safety, or Security Issue?", "Building Code," and "Room Needing Service," ensured that I provided all the necessary information upfront. This eliminated the back-and-forth communication that could delay the resolution of my requests in the past.

Once submitted, you can track the progress of your request in real time. You no longer have to wonder if anyone has even seen your request or when it might be addressed.

Scenario 7: Reserving a Space

How FMS:Workplace handled it using its room scheduling capabilities

Select Room Scheduling from the sidebar and click on Reserve Space. This will open a new dialog box where you have to fill in details like subject, date and time, project and location.

The system automatically changes the time zone according to your selected location.

The one thing I particularly liked was the ability to set a recurrence pattern. Recurring events often involve the same group of people and require the same resources. Setting a recurring pattern ensures that your chosen room remains available for these events, preventing conflicts and ensuring consistency in scheduling.

Insider Tip

Tailor your space management experience by creating views that prioritize the information most important to you. You can create views for each module (asset management, room scheduling, facility maintenance, hoteling and more). For instance, a "New Service Request" view under asset management can speed up equipment repair requests.

You might have to spend some time getting familiar with the process. But the payoff is worth it.

Approach to Common Facility Management Challenges

  • Inefficient Space Usage: The University of Dundee faced a common problem: they didn't truly know how their campus spaces were being used. The system’s occupancy sensors changed that. It helped them:
    • Reclaim Underused Spaces: By identifying rooms that were rarely used, the university could confidently reallocate these spaces for more productive purposes.
    • Convert School-Controlled Rooms to Central Spaces: Sensor data revealed low usage of specialized rooms, justifying their conversion to shared spaces accessible to the entire university community.
    • Prioritize Room Upgrades: The data highlighted popular meeting spaces, enabling the university to target investments in refurbishments and upgrades towards the most frequently used areas.
  • Increased Real Estate Costs: Sutter Health used workplace analytics capabilities to collect real-time data on how their office spaces were used. The results were as follows:
    • Uncover Wasteful Space: The data collected revealed a striking underuse of office space, with an average occupancy rate of only 3-10%.
    • Identify Real Estate Adjustments: They identified spaces that can be eliminated or repurposed to align with their actual needs.
    • Project Cost Savings: Based on these insights, they projected a potential cost savings of $21 million by eliminating 700,000 square feet of underused office space.
  • Difficulty in Adapting to Hybrid Work Models: The system empowered a global food service leader to design and manage flexible work environments. It helped them:
  • Put Employees in Control: Employees can reserve desks and conference rooms via a mobile app, fostering autonomy and reducing administrative overhead.
  • Facilitate Agile Moves: Moving teams and people around is a major headache. The system makes it simple to reconfigure your workspace with drag-and-drop capabilities.
  • Cater to Individual Preferences: The system supports a mix of assigned seating and hoteling, which means there's a spot for everyone, no matter how they like to work.
  • Time-Consuming Facility Management Tasks: Global healthcare technology struggled with fragmented systems and manual processes, leading to inefficiencies, inconsistent data and limited visibility into their real estate portfolio. The system allowed them to:
    • Save Time: Automation significantly reduced the time and effort required for various activities such as space and move management, and maintenance requests by 80%, freeing up valuable time for facility managers.
    • Make Smarter Decisions: Real-time data and analytics enabled them to make informed choices about space usage, maintenance and investments.
    • Keep Employees Happy: Streamlined processes for things like making service requests and moves made life easier for everyone.

Approach to Common Workspace Management Challenges

  • Inefficient Space Usage: The system helps organizations identify underused spaces through occupancy sensors and data analytics, enabling them to repurpose or reallocate these areas for better efficiency.
  • Difficulty in Adapting to Hybrid Work Models: The platform empowers employees to reserve desks and rooms via a mobile app, and facilitates easy reconfiguration of workspaces, catering to both assigned seating and hoteling preferences.
  • Time-Consuming Facility Management Tasks: Automation of tasks like space and move management, and maintenance requests saves time for facility managers.
  • Lack of Visibility into Real Estate Portfolio: The system provides a centralized database to track and manage space inventory, lease agreements and assets, offering a comprehensive view of your real estate portfolio.
  • Difficulty in Planning and Managing Moves: Web-based move requests, floor plan visualization and asset tracking simplify the entire move process, from initiation to completion.
  • Inefficient Maintenance Management: The platform enables proactive scheduling of maintenance tasks based on asset conditions or usage, reducing unplanned downtime and extending asset life spans.

Cost of Ownership

Frequently asked questions regarding FMS:Workplace pricing include:

Q: What are the available pricing options?
A: The vendor offers several pricing plans based on different modules:

Module Functionality Overview Software Cost (min-max Range based on sq ft)
Core Application
FMS:Workplace Space and Asset Management Suite:
  • FMS:Workplace Space Planning
  • FMS:Workplace Asset Management
  • FMS:Workplace Strategic Planning
  • FMS:Workplace Dynamic DWF Component
  • FMS:Workplace Reporting Component
  • FMS:Workplace Mobile
 $20,000-$60,000
Maintenance FMS:Workplace Facility Maintenance Module $12,000-$48,000
Move FMS:Workplace Move Management Module $12,000-$48,000
Survey FMS:Workplace Survey Module $12,000-$48,000
Real Estate FMS:Workplace Real Estate and Leasing Module $10,000-$40,000
Project Management FMS:Workplace Project Management Module $8,000-$36,000
Sustainability FMS:Workplace Sustainability Module $8,000-$36,000

Limitations

At the time of this review, these are the limitations according to user feedback:

  • Doesn’t support altering the floor plan (e.g., changing room numbers, fonts, or sizes) without republishing.
  • Lacks GIS capabilities for locating graphical data (buildings) relative to each other and for exterior utilities.

Demo Resources

  • Video Library: Access product demo videos via the vendor’s website to gain insights into the platform's capabilities and benefits.

FAQs

Frequently asked questions regarding FMS:Workplace include:

Q: How is the solution different from other IWMS providers?
A: FM:Systems offers an all-in-one workplace management solution with scalable employee experience, workplace and visitor management, workplace analytics and smart sensor solutions. It provides insights into facility space performance and supports an employee-focused workplace. The system integrates with AutoCAD, Autodesk Revit, Microsoft Exchange and Microsoft Outlook.

Q: Who is the product unsuitable for?
A: The system isn’t best suited for the manufacturing industry.

Q: Is the system FedRAMP authorized, and will it integrate with my building automation system (BAS) like Metasys?
A: The system is in the final stages of FedRAMP approval/authorization. Additionally, the vendor is working on integrating the solution with JCI Metasys specifically for automating work order tickets based on JCI Metasys equipment faults and alarms.

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    Testimonials

    As a large public research university, we need to make sure our space is optimized not only for student and faculty success, but also for rigorous funding formulas that evaluate need. By centralizing and optimizing our spaces proactively with the help of FM:Systems, we’re able to optimize our resources - and prove that what we plan to do next can deliver significant value.

    - John Gerken

    Assistant Vice President of Campus Planning at University of Texas, San Antonio

    Product Case Studies

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    Global Food Service Leader
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    University of Texas San Antonio

    Product Publications

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    FM:Systems Overview
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    FMS:Workplace Overview
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    FMS:Workplace & Metasys Integration

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    A note from FM:Systems

    FM:Systems was founded with a mission to transform the way companies manage their physical workspaces, offering a comprehensive suite of solutions tailored to meet the evolving needs of modern businesses.

    At its core, FM:Systems focuses on optimizing space utilization, improving real estate planning, and enhancing the overall employee experience. Our innovative software solutions enable organizations to efficiently manage office spaces, track occupancy, and streamline facility operations. By leveraging advanced technologies like IoT sensors, data analytics, and AI-driven insights, FM:Systems provides real-time visibility and actionable data to make informed decisions.

    With a commitment to sustainability and a focus on creating intelligent work environments, FM:Systems is at the forefront of the digital transformation in workplace management. Our solutions empower organizations to reduce costs, enhance productivity, and create a more connected and agile workplace.


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